OMES Central Accounting and Reporting (CAR) hosts an ongoing series of 30-minute virtual training sessions for state finance personnel.

There will be no trainings in June or July to accommodate fiscal year end. We look forward to resuming in August!

Need a refresher? Select the links below to review past sessions.

• May 11: GAAP Package Overview
• April 16: Encumbrance Corrections
• March 11: Payroll Funding Corrections
• Jan. 15: Warrant Replacements
• Nov. 6: Accounts Receivable Regular Deposits

The state has completed the FY 2027 Statewide Cost Allocation Plan and submitted it for approval to the Cost Allocation Services at the U.S. Department of Health and Human Services. This document can be used by any state agency that receives federal funding as part of its indirect cost rate negotiations.

Although some prior years’ SWCAPs have not yet been approved by DHHS CAS, agencies should use the published plan for the appropriate years needed. When these years are approved and DHHS CAS requires updates, any adjustments to the rates will be made in future years, and adjustment to prior years will not be required.

Required by 62 O.S. § 34.58, Form 11 reconciliation for clearing accounts and agency special accounts (ASA) is a three-way reconciliation of an agency’s internal records, State Treasurer records and PeopleSoft records. Each month's Form 11 is due to CAR on the 20th of the next month; for example, April’s reconciliation is due by May 20.

The purpose of the Form 11 process is to have an accurate reconciliation, not just a balanced form. If an issue is uncovered during the reconciliation process, an agency must research and resolve the issue; a plug number should never be used to produce a balanced form without resolving the issue.

Form 11 is a reconciliation of transactions that posted in the month being reviewed. If an agency intended to key a transfer in the current month but did not complete and budget check the entry in PeopleSoft until the next month, that transfer should be recorded on the next month’s form. The current month’s form would have no transfer listed. 62 O.S. § 34.57(E.1) requires that agencies key a transfer at least once a month out of the clearing account. Additionally, 62 O.S. § 79 requires that agencies transfer funds due to the statewide general revenue fund by the second Monday of the month. 

Deposits in transit in sections C and D should tie to specific, individual transaction IDs. An agency can run the Treasurer’s Activity Statement for the first few days of the month immediately following the month being reconciled to obtain the transaction IDs. A deposit in transit should only be in transit for a few days at the end and beginning of months. A deposit in transit will always be a positive amount, increasing sections C and D on Form 11.

Warrants/checks issued from clearing accounts and ASAs directly through ACES or from an agency’s own system are not recorded in PeopleSoft. Agencies must create and maintain a disbursement log for these warrants issued. Then the agency must enter a journal entry (JE) into PeopleSoft for the warrants issued in the current month.  Agencies may attach a PDF or Excel file to the JE entry in PeopleSoft as backup for these issued warrants to assist in future reconciliation work. 

Outstanding warrants are warrants issued that are NOT stale dated and have not been cashed. A stale-dated or stat-cancelled check is a check that has not been cashed and is over 90 calendar days from the date it was issued. Agencies should note stale-dated checks and cashed checks in their disbursement log. Agencies must key a JE into PeopleSoft to reverse the amount of the stale-dated checks in the month of the stale-date occurrence. This reduces the agency’s expense amount posted to PeopleSoft since that check can no longer be cashed and will never be an expense against the account. 

All agencies are required to update costing allocation in Workday@OK for the new fiscal year. At a minimum, the budget reference must be changed from 26 to 27.  Many agencies update several ChartFields, such as class fund and budget reference.

OMES recommends using a spreadsheet upload (EIB) process for this update, as manually adding costing allocations to every single employee’s profile is time-consuming and can lead to errors, such as overriding previous years' data and causing retro pay issues. The updates can be submitted at any time if an agency has completed its payroll budget for FY 2027.

Deadlines for submitting updated spreadsheets to OMES for processing:

• Biweekly payroll agencies: July 2
• Monthly payroll agencies: July 10

For instructions on creating the costing allocation update spreadsheet, please consult this user guide. When the costing allocation updates are complete, submit the spreadsheet to Payroll Support in ServiceNow.

Reminders for completing the spreadsheet:

• Agencies must confirm that the distribution percentage for each position equals 100%. Values greater or less than 100% will not load correctly into Workday@OK.
• Any ChartField values entered on the spreadsheet must be active in PeopleSoft Financials before file submission. If your agency intends to use new department IDs, or new optional ChartFields such as Operating Unit, the new values must already have been created by the agency, or sent to OMES CAR for creation in PeopleSoft. New ChartField values do not originate in Workday@OK and cannot be created through the EIB file.
• For unfilled positions or those where the report shows the worker field as blank, the EIB cannot process these lines correctly. 
  • If your agency has only a few of these lines, delete them from the upload. If a worker is hired for an unfilled position in the future, then a costing allocation can be manually added at that time.
  • If your agency has a large number of vacancies, you can add placeholder Worker and Worker ID information to the vacant fields so that each position has a unique identifier, allowing it to process correctly. The Worker and Worker ID columns are not a part of the costing allocation data, so the placeholder information will not populate to Workday@OK.

If you have questions or need additional assistance, please submit a Payroll Support request.

The Oklahoma State Treasurer’s Office (OST) is nearing completion of its long-term effort to modernize our legacy Treasury and Cash Management systems. This upgrade will significantly improve performance, security and user experience, while adding new capabilities such as account validation and enhanced fraud detection.

To stay informed about the project, please select the button below to update your contact preferences, and share the link with others in your agency who are interested. 

Thank you for your continued partnership as we modernize our financial systems for the State of Oklahoma.

O.S. 62 § 34.64 requires that funds disbursed from the State Treasury must be sent electronically. State agencies may request an exemption from this requirement with cause. Exemptions granted by the Office of the State Treasurer (OST) for FY 2026 will expire June 30, 2026.   

To submit an FY 2027 exemption request, complete the Exemption Request Form linked below and email it to the OST Exemption inbox. All requests are due by May 15 to ensure they are processed by July 1.

If you have questions about how your agency can send electronic payments, contact Nancy Rooker, Banking and Treasury Services manager.

Additional retro calculations will not be run after 4:30 p.m. on the day the payroll's continuous calculation process turns off during the processing of main payrolls (biweekly, monthly and supplemental monthly). Agencies should ensure all prior period transactions are entered in Workday@OK prior to payroll beginning.

Payroll partners should review all retro transactions when the payroll first begins and compare to communicated changes. If any additional prior pay period changes are made, the retro results will need to be recalculated. 

The One Big Beautiful Bill Act (OBBBA) includes a provision for no taxes on the premium portion of overtime pay. Eligible individuals who receive qualified overtime compensation that is required by the Fair Labor Standards Act (FLSA) may be able to claim a deduction on their personal tax return. Payroll taxes must still be withheld from all overtime compensation, with both the wages and taxes reported on the employee's W-2 form. 

Payslips that employees view from completed payrolls will not reflect payroll corrections when the employee had an adjustment for an overpayment or other correction for that period or a prior period.

Agencies are responsible for sending vendors backup documentation for payments processed to ensure proper crediting to employees’ accounts. This will be one of the following from Workday@OK:

• RPT00234 – Deductions Register
• RPT00095 – Deduction by Confirm Date
• CR INT066 Vendor Withholding Order Payroll Result Lines (BIRT)

Employees should be entering their tax elections directly into Workday. If an agency allows employees to submit a W-4 to staff for entry into the system, the form must be the current version. If not the current version, the form should be disregarded and returned to the employee, with no changes made in the system.

With employee self-service in Workday@OK, direct deposit information should be entered directly by employees per OAC 260:25-25-16.

If an agency makes an exception to enter an employee’s direct deposit information on their behalf, the employee must complete the HCM-73 Automatic Deposit Transmittal form and provide it to the agency along with an official document from the financial institution.

47 O.S. § 156.1, as amended, prohibits the personal use of state-owned motor vehicles but permits the use of the vehicles for commuting in very specific situations. 2007 OK AG Opinion 18 also addresses this issue.

When a state employee is allowed to commute in accordance with the statute or the attorney general opinion, the agency must notify the governor, the president pro tempore of the Senate and the speaker of the House of Representatives.

When processing non-paying taxable fringe benefits for employees through payroll, only include the amount when processing payable wages.

Military differential wage payments are payments made to an employee during the time the individual is on active duty for a period of more than 30 days and represents all or a portion of the wages an employee would have received from the employer if the individual was performing services for the employer.

With the Office of the State Treasurer (OST) system upgrade and meetings underway, we want to clarify that payroll processing for the institutions is not changing. Institutions will continue to secure FTP the PFT and 500 MISC files as they do currently and process them in PeopleSoft Financials. Institutions that attach files instead of submitting by secure FTP can continue to attach the files for processing as well.

Payroll documentation will continue to be sent in just as it is today. Institution’s interactions with OMES and PeopleSoft Financials are not impacted by OST’s project. The OST system upgrade is for files and transactions conducted within the OST system. For questions related to payroll processing, email OMES Central Payroll.

As a reminder, when an MWC or EWC is submitted to cancel a payroll warrant, a corresponding PFT Reversal file must be submitted to remove the funds from the 789 class-funding and place the amount back in the originating class-funding. The amount in the PFT reversal file should be the gross-to-net amount and employer share of taxes and benefits that processed on the original warrant.

The PFT Reversal process is also used to process amounts in or out of the 789 fund based on business needs. This includes:

• Processing taxes which were not processed through the normal 500Misc/PFT process but must be submitted through the ACES system.
• Corrections necessary for overpayment refunds. 
• Correction of items improperly reported or omitted from the original PFT submitted.

When submitting a PFT Reversal file, please annotate the reason for the reversal file, and warrant number(s) if for processed MWC/EWC forms, either in the email body or on the Validate PFT Funding report. This will assist us in identifying the PFT Reversal and notifying others if any EWC/MWC forms are being held waiting on a file.

Additional information on processing PFT Reversal files can be found on the OMES CAR Higher Education Payroll Processing webpage. 

Transparency files are due no later than the fifth business day of the following month. Files must be sent promptly to comply with statutory requirements for monthly reporting.

Specific field data reminders:

• Hours: Must be the employee’s accurate hours. The hours reported will also be used for FTE reporting, along with the pay frequency entered in the file.
• Warrant Number: Must contain the required leading 2. This is the actual warrant number processed through the state’s financial system and paid through the treasurer’s office.
• Pay Date: Must be the actual warrant issue date processed through the state’s financial system and paid through the treasurer’s office.

While planning your work for May, please note that the Memorial Day holiday is Monday, May 25.  

OMES policy requires that all payroll transactions and paperwork be filed with OMES five business days prior to the actual pay date to ensure adequate time for audit and processing. Please plan accordingly to meet this deadline and ensure employees are paid on time. 

Spring 2026 Professional Development Training

• May 29: 8 a.m. to 4:30 p.m.
• Learn more.

May 2026 Workshop: Essential Leadership Principles Paired with Insights into Evolving Payroll Trends

• May 15: 8 a.m. to noon.
• Jenks Fire Department: 115 W. 121 St., Jenks, OK 74037.
• Learn more.

July 2026 Workshop: The Psychology of Accountability, Communication and Team Effectiveness in Payroll

• July 17: Noon to 1:15 p.m.
• Live webinar.
• Learn more.

2026 Annual Statewide Conference

• Aug. 28: 7:45 a.m. to 5 p.m.
• Grand Casino Hotel and Resort: 777 Grand Casino Blvd., Shawnee, OK 74804.
• Learn more.

Employer services webinars:

• June 17
• Aug. 19
• Oct. 21

Learn more.

Webinar that analyzes tax requirements for common fringe benefits.

Learn more.

• Live training presented by Fred Pryor Seminars.
• Learn more.